Download Charter Bus for Men`s Basketball - California 2013

 INVITATION FOR BID
T053196
CHARTER BUS FOR MEN’S BASKETBALL – CALIFORNIA 2013
ADDENDUM # 1
9/23/13
ATTENTION: This is not an order. Read all instructions, terms and conditions carefully.
IMPORTANT: RESPONSE TO RFQ MUST BE RECEIVED BY SEPTEMBER 27, 2013 @ 2:00
P.M. CST
Offeror must acknowledge receipt of this and any addendum as stated in the Invitation
For Bid.
The following shall become part of the Invitation For Bid.
1) Please note the following requirements have been eliminated from this bid:
9.6.12 All buses must have satellite TV and wireless Internet and at least one
electrical outlet.
We are not requiring satellite TV, wireless Internet and one electrical outlet for this
bus charter.
2) Due date has been changed to Friday, September 27, 2013.
The IFB may be found at http://purchasing.ua.edu/pdfs/PendingBids/T053196.pdf .
INVITATION FOR BID
ATTENTION: This is not an order. Read all instructions and terms and conditions carefully.
INVITATION NO.: T053196
RETURN ALL COPIES OF BIDS TO:
THE UNIVERSITY OF ALABAMA
PURCHASING DEPARTMENT
(Street Address) 1101 Jackson Ave Suite 3000
Tuscaloosa, Alabama 35401
OR
(Mailing Address) Box 870130
Tuscaloosa, Alabama 35487
PHONE: (205)348-5230 FAX: (205) 348-8706
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Issue Date:
09/10/2013
Title:
Charter Bus for Men's Basketball California 2013
Buyer:
Jennifer Patrick
Phone:
(205) 348-5026
Email:
[email protected]
Bid Responses may NOT be faxed or emailed.
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IMPORTANT: SEALED BIDS MUST BE RECEIVED BY 09/24/2013 @ 2:00 P.M. CST TIME
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Bid number and opening date must be clearly marked on the outside of all bid packages.
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Pursuant to the provisions of the State of Alabama Competitive Bid Law, Section 41-16-20 and/or 39-2, rules and regulations adopted there
under sealed bids will be received on the items noted herein by The University of Alabama Purchasing Department until the date and time
stated above. In accordance with Alabama State Bid Law Section 41-16-27, where applicable, the University reserves the right to enter into
negotiations within thirty (30) days of the bid opening.
The University’s General Terms and Conditions and Instructions to Bidders, apply to this Solicitation and shall become a part of any contract
issued hereunder.
For purposes of this Solicitation, the Solicitation documents shall consist of the following components:
a) Invitation for Bid and any Addenda; b) General Terms and Conditions; c) Instructions to Bidders
In the event that any provision of the component parts of the Solicitation conflicts with any provision of any other component parts, the
component part first enumerated shall govern.
This Agreement and any disputes hereunder shall be governed by the laws of the State of Alabama without regard to conflict of law
principles.
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CERTIFICATION PURSUANT TO ACT NO. 2006-557
Alabama law (section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that
the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting,
and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases in Alabama. By submitting a response to
this solicitation, the bidder is hereby certifying that they are in full compliance with Act No. 2006-557; they are not barred from bidding or
entering into a contract pursuant to 41-4-116, and acknowledges that The University of Alabama may declare the contract void if the certification
is false.
DISCLOSURE STATEMENT
1. If you or any owner, officer, partner, board or director member, employee, or holder of more than 5% of the fair market value of your firm or
any member of their households is an employee of The University of Alabama, this information must be included in your solicitation response.
Failure to disclose this information in your response may result in the elimination of your proposal from evaluation.
2. If you or any owner, officer, partner, board or director member, employee, or holder of more than 5% of the fair market value of your firm or
any member of their households is an employee of The University of Alabama; and you or your firm is awarded a contract as a result of this
solicitation, then within ten (10) days after the contract is entered into, you agree to file a copy of that contract with the State of Alabama
Ethics Commission in accordance with Code of Alabama, Section 36-25-11 and upon request by the University furnish evidence of such filing.
3. By accepting payments agreed to in any purchase order resulting from this bid, Contractor certifies that to its knowledge no University
employee or official, and no family members of a University employee or official, will receive a benefit from these payments, except as has
been previously disclosed, in writing, to the University on the Disclosure Statement of Relationship Between Contractors/Grantees and
Employees/Officials of The University of Alabama.
AUTHENTICATION OF BID AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST
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I hereby swear (or affirm) under the penalty for false swearing as provided in Code of Alabama 6-5-180 that
In accordance with Code of Alabama Section 41-16-25, amended 1975 that the attached response has been arrived at independently and has
been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor
of materials, supplies, equipment or services described in the Invitation for Bids, designed to limit independent bidding or competition;
The contents of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent
of the bidder or its surety on any bond furnished with the bid or bids and will not be communicated to any such person prior to the official
opening of the bid or bids.
The bidder is legally entitled to enter into contracts with The University of Alabama and is not in violation of any prohibited conflict of interest,
including those prohibited by the Code of Alabama 13A-10-62, as amended 1975.
I have fully informed myself regarding the accuracy of the statement made above.
THIS AREA MUST BE COMPLETED
DELIVERY AFTER RECEIPT OF ORDER:
NAME OF COMPANY:
PHONE:
FEDERAL EMPLOYER ID NO.:
ADDRESS:
FAX:
PAYMENT TERMS:
ADDRESS:
E-MAIL:
CITY, STATE & ZIP CODE:
DATE:
SIGNATURE:
Typed/Printed Name of Signor
SHIPPING TERMS:
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F.O.B. DESTINATION–PREPAID AND ALLOWED
QUOTE VALID UNTIL:
SIGNATURE REQUIRED: This bid cannot be considered valid unless signed and dated by an authorized agent of the bidder. Type or
print the information requested in the spaces provided.
An Equal Opportunity University Revised August 21, 2013 INVITATION FOR BID
The University of Alabama requests sealed bids as per attached general and technical specifications or equal
unless otherwise specified in the Special Conditions.
All Bidders submitting a bid must read all specifications carefully and respond accordingly. Failure to do so may
eliminate your bid from consideration due to non-compliance.
1.0
GENERAL SPECIFICATIONS
1.1
All bid responses, technical information and any other attachments furnished to The University
of Alabama in response to this request for quotation must be submitted in duplicate (THE
ORIGINAL BID AND ATTACHMENTS WITH ORIGINAL SIGNATURE AND ONE EXACT COPY
OF THE ENTIRE BID RESPONSE). Bidders who fail to follow this format may be disqualified
from the evaluation and award phase of this bid.
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1.2
The stated requirements appearing elsewhere in this solicitation shall become a part of the
terms and conditions of any resulting contract. Any deviations there from must be specifically
defined. If accepted by the University, the deviations shall become part of the contract, but such
deviations must not be in conflict with the basic nature of this solicitation.
Note: Bidders shall not submit their standard terms and conditions or purchase order
terms as exceptions to or modification of the terms and conditions of this solicitation.
Each exception to or modification of a University term and condition shall be individually
listed by the bidder. Failure to follow this instruction may result in the determination that
a bid submission is non-responsive to a solicitation and the rejection of that bid.
1.3
The issuance of a University Purchase Order (P#) or a signed Contract document is required to
constitute a contract between the successful Bidder and the University which shall bind the
successful Bidder to furnish and deliver the commodities ordered at the prices, terms and
conditions quoted and in accordance with the specifications of this Solicitation as well as the
terms and conditions of the University’s Purchase Order or Contract. No shipments are to be
made to The University of Alabama without the issuance of a Purchase Order (P#).
(Bidders are not to accept or ship items against a requisition number “R” #.)
1.4
Any questions concerning these specifications should be directed to the Buyer listed on the
signature page.
1.5
No department, school or office at the University has the authority to solicit or receive official
Solicitations nor authorize Solicitation or Contract changes other than the Purchasing
Department. All solicitations are issued under the direct supervision of the Associate Director for
Purchasing and in complete accordance with the State of Alabama Bid Law, Section 41-16-20
and University policies and procedures.
1.6
The terms and conditions included in this Solicitation along with any addenda, any University
contract and/or University purchase order(s) issued referencing this Solicitation, the University’s
General Terms and Conditions, Instructions to Bidders shall constitute the entire and exclusive
Contract between the University and the successful Bidder.
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State of Alabama Immigration Law
If the successful bidder is located in Alabama or employs an individual or individuals within the
State of Alabama, the successful bidder shall provide a copy of its Employment Eligibility
Verification (E-Verify) company profile. To expedite the ordering process, this document may
be submitted with the bid response.
If the successful bidder is not located in the State of Alabama and does not employ an individual
or individuals within the State of Alabama, the successful bidder shall complete and return the
Certification of Compliance form included with this Request for Price Quotation (E-Verify
company profile is not required). To expedite the ordering process, this document may be
submitted with the bid response.
INVITATION FOR BID
If you are not currently enrolled in E-Verify, follow these instructions:
 Log onto www.uscis.gov/everify
 Click “Getting Started” for information about the program, requirements, and enrollment
process.
 Click “Enroll in E-Verify” and begin enrollment process.
 When enrollment process is complete, click “Edit Company Profile” and print this one-page
document.
 This one-page document must be submitted prior to a contract or purchase order being
issued.
 For further assistance please consult the E-Verify Quick Reference Guide.
If you have previously enrolled in E-Verify, follow these instructions:
 Log onto www.uscis.gov/everify
 Click “Edit Company Profile” and print this one-page document.
 This one-page document must be submitted prior to a contract or purchase order being
issued.
2.0
QUALIFICATIONS AND STANDARDS
Due to the importance of maintaining a safe University environment, it is imperative that the successful
bidder meet certain qualifications that will guarantee The University of Alabama the successful Bidder is
qualified to furnish and deliver products, equipment and services or furnish, deliver, install, service
and/or repair equipment whichever is applicable as required in this Solicitation. In order for Bidders to
qualify, the following requirements must be fulfilled:
3.0
2.1
The Bidder, if requested, must provide in writing, a statement that the Bidder has been regularly
engaged in business for a minimum three (3) years engaging in furnishing, delivering, servicing,
repairing and installing, equipment, goods, or services required in this Solicitation. In lieu of the
minimum number of years in business, a performance bond may be required in the amount of
one hundred (100%) percent of the contract price. This bond will be used to secure the
completion of the project should the successful Bidder default for any reason. Failure to comply
with this requirement may eliminate your bid response from consideration.
2.2
Each bidder required to provide a bond, shall submit a letter from a bonding agent licensed to do
business in the State of Alabama stating that if the bidding company is the successful bidder,
said bonding agent will furnish a 100% performance and payment bond covering and including
products and service for the duration of the contract period. Said bond shall be subject to the
approval and acceptance of The University of Alabama. The Letter and Bond shall be submitted
to the University Purchasing Department and must be furnished within forty-eight (48) hours
after request. The premium of the bond shall be paid by the successful bidder. Failure to
provide the bond letter or bond will eliminate your bid from consideration in the bid award.
REFERENCES
References must include at least three (3) other universities, institutions or businesses, which the bidder
has successfully provided products, services or installation of equipment similar to those required in this
Solicitation in terms of manufacturer, size, features, service or type of installation. The references must
include company name, address, project/delivery date, contact name, phone number, and email
address.
4.0
PRODUCT SPECIFICATIONS
Specify all terms and conditions of the warranties associated with your products with your bid response.
INVITATION FOR BID
5.0
PRICE QUOTATION
5.1
IMPORTANT: It is required that the PRICE QUOTATION SHEET(S) furnished with this Request
for Price Quotation be completed and submitted with your proposal. DO NOT send generated
price lists as your bid. Failure to comply with this request may eliminate your bid from
consideration in the bid award.
5.2
All prices shall be quoted furnish and install (if applicable) FOB The University of Alabama,
Tuscaloosa, AL 35487 prepay and allowed. Unit prices quoted must include any and all
shipping and handling charges. Any freight claims will be the responsibility of the Bidder. The
successful Bidder must transport at the time of set-up, the equipment and supplies necessary for
this installation to campus. No direct shipments will be accepted.
It is the Bidder’s responsibility to verify any information, measurements and obtain any
clarifications prior to submitting the bid response. The University is not liable for any errors or
misinterpretations made by the Bidder in response to this Solicitation.
5.3
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7.0
5.4
The successful Bidder under the specifications required in this Solicitation shall furnish at its
expense all equipment, labor, tools, supplies, transportation, insurance and other expenses
necessary to fully perform any phase of the requirements of this Solicitation.
5.5
Quote prices firm for a period of ninety (90) days following the bid opening date unless otherwise
stated in the Special Conditions. Bids that do not guarantee pricing firm for this period may be
eliminated. Failure to quote the term for which your prices will remain firm may eliminate your
bid from consideration.
5.6
The quoted price must include but not be limited to all cables, wires, connectors, etc. to make a
complete functioning unit unless specifically stated in the special conditions.
5.7
Include with your bid response complete details of your company’s Return Merchandise policy,
including, but not limited to, amount of any restocking fee required, procedures, limitations,
contact person and phone number. While the University does not enter into any purchase with
the intent to return items ordered, we do require this information be included with your bid
response. Failure to include this information may be grounds for elimination of your bid from
consideration.
DELIVERY, INSTALLATION AND TRAINING REQUIREMENTS
6.1
Proposed delivery dates shall be stated in number of calendar days after receipt of order.
6.2
All items must be delivered directly to the University by the successful Bidder and placed
according to the instructions supplied by the University.
INSURANCE
7.1
See General Terms and Conditions for general Insurance Requirements, Additional Insurance
requirements may be listed in the Special Conditions Section.
7.2
The successful Bidder shall provide the University Purchasing Department a certificate of
insurance listing the required types of insurance and minimum liabilities specified in the General
Terms and Conditions unless otherwise modified in the Special Conditions.
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7.3
The certificate must be received by The University of Alabama Purchasing Department within
three (3) days of request. Failure to comply with this request may eliminate your bid from
consideration in the bid award.
7.4
The University reserves the right to terminate any resulting contract, if the Bidder fails to keep
these policies in force for the above amounts or for the duration of the contract period.
7.5
The umbrella policy must be listed on the insurance certificate with an explanation of the
coverage.
INVITATION FOR BID
8.0
RESTRICTIONS ON COMMUNICATIONS WITH UNIVERSITY STAFF
From the issue date of this Solicitation until a Contractor is selected and a contract award is made,
Bidders are not allowed to communicate about the subject of the IFB with any University administrator
faculty, staff, or members of the Board of Trustees except:
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The Purchasing Department representative, any University Purchasing Official representing the
University administration, or others authorized in writing by the Purchasing Office and
University Representatives during Bidder presentations.
If violation of this provision occurs, the University reserves the right to reject the Bidder’s response to
this Solicitation.
INVITATION FOR BID
9.0
SPECIAL CONDITIONS
9.1 The University of Alabama requests sealed bids for charter bus service for The University of Alabama
Men’s Basketball Team – California 2013 as per the quotation sheet.
9.2 The contractor(s) must use only their company owned buses. No trips can be subcontracted to another bus
company or individual.
9.3 The University of Alabama students and personnel must arrive at the scheduled event on time. All penalties,
fines, or charges incurred by The University because of mechanical malfunctions, breakdowns, or due to the
negligence of the driver(s), the bus company, its agents, employees or subcontractors, will be the
responsibility of the contractor, with the exception of acts of God, or other events or circumstances beyond
the control of the contractor. However, the contractor should always take into consideration weather
conditions that may affect transportation and communicate this information to the appropriate University
personnel in charge of the trip.
In the event of mechanical malfunctions or breakdowns, the contractor will be responsible for providing
replacement transportation for The University of Alabama Students and personnel, so that they arrive at the
scheduled event on time and return to the University as scheduled with all services of this bid provided. The
cost of the replacement transportation, mechanical repairs, or towing service will be the responsibility of the
contractor. The University will pay only the original contracted bid price for the scheduled charter.
9.4 The dates of usage and city where the event will be held are listed on the quote sheet enclosed in this bid
package. All dates and times of departure could be changed due to change in meet time and date.
9.5 The contractor guarantees that if any health-related information is obtained by any method or manner of
delivery and in any form or medium, this information will not be shared with other persons causing a violation
of the individual’s privacy. The contractor further agrees that the University is authorized to terminate this
contract without penalty or liability to the contractor if the University, in its sole discretion, reasonably suspects
that the contractor has violated this requirement. If the contractor is required to access, use, or disclose
individually identifiable health information from any HIPAA-covered department within the University in order
to perform the agreed upon services under the contract with the University, then the contractor agrees to sign
a Business Associate Agreement that complies fully with the HIPAA Privacy Regulations. (A copy of the
standard Business Associate Agreement is available upon request).
9.6 Bus Specifications:
9.6.1
All buses must be model year 2002 or newer and equipped with anti-lock brakes.
9.6.2
All buses must be Extra-Wide Body, 102” buses.
9.6.3
All buses must seat the number of passengers specified on the Request for Price Quotation.
9.6.4
All buses must have individual overhead air controls.
9.6.5
The exterior of the bus must be well painted and clean with no signs of damage.
9.6.6
The interior of the bus must be clean with upholstery and flooring in good condition.
9.6.7
Restroom facility must be completely functioning and clean. Restrooms must be clean and must
be serviced as often as necessary to avoid offensive odors in the rear portion of the bus.
Restrooms must be sufficiently stocked with standard restroom products such as soap and paper
products.
9.6.8
Air-conditioning and heating must be in excellent working order.
9.6.9
Overhead parcel racks must be inside the bus.
9.6.10
TVs, VCRs and DVD players are required. All buses must have at least four (4) to six (6)
monitors per bus that are in excellent working order.
9.6.11 All buses must have a GPS System.
INVITATION FOR BID
9.6.12 All buses must have satellite TV and wireless Internet and at least one electrical outlet.
9.6.13 All buses must have under the bus storage/baggage compartments with locks.
9.6.14 All charter buses provided for the scheduled trips MUST be in excellent condition and be certified
by and meet all of the Department of Transportation Federal Highway Administration rules,
regulations and guidelines. All maintenance records for buses to be provided must be available
to The University of Alabama for inspection.
9.6.15 Any backup or replacement buses used must meet the same criteria as originally required in the
bid specifications.
9.6.16 BUS INSPECTIONS: If an inspection of your bus or buses is requested by The University of
Alabama, the inspection should take place within ten (10) working days of request. The records
for the bus or buses MUST BE WITH THE BUS OR BUSES AT THE TIME OF THE
INSPECTION. Failure to provide these records may eliminate your bid from consideration.
9.6.17 COMPLIANCE WITH DOT: Contractor will be responsible for compliance with all DOT/FHWA
laws, rules and regulations with regard to the service provided to The University of Alabama. . If
more than one (1) driver per bus is needed based on the trip itinerary, it is the contractor’s
responsibility to determine this need. The University expects contractor and their driver(s) to be
in compliance with all requirements and the University group’s safety to be of the highest priority.
9.7 Cell Phones: Every bus used for The University of Alabama MUST have a functioning cell phone with each
driver at all times and be available for contact at any time during the trip. Failure to provide cell phones may
eliminate your bid from consideration.
9.8 Drivers Sleeping Accommodations: Driver’s Rooms will be reserved for game sites away from Tuscaloosa, at
team headquarters. TWO DOUBLE ROOMS (2 DRIVERS PER ROOM) WILL BE RESERVED AT THE
UNIVERSITY OF ALABAMA’S EXPENSE. THE UNIVERSITY WILL NOT PROVIDE INDIVIDUAL ROOMS
FOR EACH DRIVER. No lodging will be provided for drivers for Tuscaloosa games.
9.9 Campus Loading Location: Every pickup and drop off will be designated in the trip itinerary. The team trainer
will advise of any adjustments once team and buses are on site.
9.10
Trip Confirmation Policy: Contractors are required to confirm a charter upon receipt of a University
purchase order for the charter trip(s) indicated on the purchase order. All charters must be confirmed within
twenty-four (24) hours of receipt of a University purchase order. If the contractor does not have a bus
available, the contractor must fax a copy of the purchase order with a note on it that says: “no buses are
available for this trip, charter declined”, signed and dated by a company representative. This must be faxed to
Ms. Jennifer Patrick at (205) 348-8706 or e-mailed to [email protected]. Failure to notify the University of the
unavailability of a charter bus will result in the contractor reimbursing the University any additional expense
incurred in obtaining a bus from another vendor. This may also result in the removal of the vendor from the
University’s list of responsible vendors.
9.11
Contact Person: The contractor is responsible for contacting the person in charge (the contact person) of
the group upon receipt of the purchase order and again within seven (7) days prior to departure. Contact
person will be provided on the purchase order.
9.12
Driver Service: All drivers provided for The University of Alabama trips must adhere to the following
requirements:
9.12.1 Driver MUST always be on time. It is the driver’s responsibility to verify times and
itinerary.
9.12.2 Driver service is critical. The drivers must stay with the buses and transport The University of
Alabama students and personnel to and from hotels, practices, meals, meets and any other
functions. The drivers must be available for contact at any time during the trip. Drivers may be
expected to make multiple shuttle trips when the need arises. No limit shall be placed on the
number of people per shuttle trip, as this transportation will be needed as determined by the
University employee in charge of the trip. Your bid price must include allowances for shuttle trips
as well as the road trip from the original departure point to the destination and the return trip.
INVITATION FOR BID
9.12.3 Drivers MUST be dressed in Professional Bus Driver uniform and wear contractor name tags at
all times while transporting the University group and personnel. Street clothes are totally
unacceptable.
9.12.4 Drivers MUST stay in the same hotel as the group on overnight trips to be available to transport
The University of Alabama group and personnel to and from the hotel for practices, meets, meals
and other functions.
9.12.5 Drivers MUST NOT leave the group without permission from the Head Coach, operations
manager, group leader or administrator. This includes any site where the bus has stopped and
any site the University team or group is located.
9.12.6 Drivers and buses MUST BE on-site no later than thirty (30) minutes to one (1) hour prior to
departure times as specified in group leader’s itinerary. Written itinerary will be supplied to the
Contractor prior to the trip. Late arrival of the bus is subject to financial penalty.
9.12.7 Drivers will schedule smoke breaks at the same time the group stops for meals, snacks or
restroom breaks.
9.12.8 Drivers must adhere to the required rest break and hours of service requirements as established
by the U.S. Department of Transportation – Federal Motor Carrier Safety Administration
(“FMCSA”). The Contractor will provide relief drivers and/or take the necessary steps to control
the adherence with the rest break/hours of service rules as outlined in FMCSA Part 395.5.
9.12.9 Drivers should obtain directions and determine travel routes for all destinations, prior to departing,
including travel within a city. It is the contractor’s responsibility to be knowledgeable of all routes.
9.12.10 Drivers are expected to have a pleasant, encouraging attitude and provide excellent professional
service. Conduct that is not acceptable includes but is not limited to: General rudeness, offensive
language, offensive or distasteful comments related to age, race, ethnic background or sex,
evidence of alcohol influence or influence of drugs, refusal to provide services requested, refusal
to make arrangements for additional services needed.
9.12.11 Drivers should only use his/her cell phone for an emergency. Drivers should not have personal
conversations on the cell phone while driving the bus.
9.12.12 Drivers are not to discuss or request gratuity from staff or students.
9.12.13 The contractor is responsible for communicating the bid requirements to their driver(s) prior to the
trip. Contractor (bus company) will be penalized financially if the driver(s) fails to perform and
does not fulfill the contract obligations as described in this document and/ or in bid specifications.
The amount of the penalty will be at the discretion of the University and will be determined by the
severity of the non-performance of the driver.
9.13 Bid Award Conference: The successful vendor may be required to attend a bid award conference to
include Ms. Marie Johnson, other UA Athletic Department representatives, Ms. Pollye Hardy, Associate
Purchasing Manager and Jennifer Patrick, Senior Buyer for Athletics and Charters, if deemed necessary.
The equipment and service requirements of this bid will be reviewed with the apparent successful vendor
prior to any purchase orders being issued. Vendor will confirm in writing their understanding of these
requirements if requested.
9.14 The University of Alabama expects all of the bus systems to be in excellent working order. It is expected
that the quality of the buses bid have fully functioning equipment to maintain passenger comfort and
pleasure. If the air-conditioning/heating system, VCR/DVD monitor system or any other bus system
ceases to function at a comfortable or acceptable level during the trip, the University will impose a penalty
of up to twenty-five percent (25%) of the trip total. The University Purchasing Department will determine
the exact penalty based on the circumstances.
9.15 If you do not have the following information on file with the University of Alabama Purchasing Department,
INVITATION FOR BID
it must be submitted within three (3) working days of request, or your bid may be eliminated from
consideration in the bid award.
1. Your company’s DOT Certificate.
2. Your company’s State Permit No.
3. An original insurance certificate
9.16 Cancellation Policy: If your company has a cancellation policy that the University must follow, it must be
clearly stated on your bid response. Time frames & percentage of penalty must be stated. Otherwise, the
University will assume there is no penalty for cancellation.
9.17 Invitation for Bid
No. 2 does not apply to this solicitation.
No. 3, References, is modified as follows:
References may be required in the evaluation of the bid.
No. 5, Price Quotation, is modified to include:
Bid prices must include all equipment, drivers, services, insurance, fuel, taxes, fees, gratuity and any
other expense, with the exception of lodging for the driver, for each trip. The University will not incur any
additional cost above the contractor’s stated bid price. All prices quoted must remain firm for the duration
of this contract.
9.18
General Terms and Conditions
No. 3, Contract Provisions by Reference, is modified to include:
All services must be confirmed by a University representative. The University will not be responsible for
any charter service provided without obtaining a University purchase order and the confirmation by a
University representative upon completion of the charter service.
No. 6, Insurance, is modified to include the following:
Commercial Business Automobile Liability
$5,000,000 - combined single limit, Must include hired
and non-owned liability
All other insurance requirements remain as stated in the General Terms and Conditions.
9.19
Instructions to Bidders
No. 7, Payment and Taxes, is modified to include:
Itemized invoice(s) showing net pricing for each trip contracted must be submitted to the University in
order for payment to be made. Delivery tickets and statements will not substitute as an invoice. Payment
for all trips contracted will be made after those trips have been completed and are proven to meet all
requirements set forth by the University. No down payment will be made with order. Credit cards cannot
be used as payment for a bus charter.
INVITATION FOR BID
10.0
QUOTE SHEET
The University of Alabama requests sealed bids for charter bus service for The University of Alabama Men’s
Basketball Team – California 2013 as per the quotation sheet. All charter bus service must be in accordance with all
Department of Transportation Federal Highway Administration rules, regulations and guidelines.
Can your company and drivers comply with the service requirements contained in this bid request? _____Yes ____No
Do your buses have wireless internet, Satellite and at least one (1) electrical outlet on the entire bus? ____Yes_____No
Do your buses have electrical outlets throughout the bus? ______Yes_____No
The price for each bus must include all equipment, drivers, services, insurance, fuel, taxes, fees, gratuity and any other
expense for each trip. The University will not incur any additional cost above the contractor’s stated bid price. Prices must
be firm for the charter.
The bus company will be expected to transport the group as required to and from the destination site and hotel as well as
for practices, meets, meals and/or other functions as needed during the team’s trip. The bus is expected to remain on site
with the group at all times, unless specifically released by the group leader. The driver and bus will be expected to stay at
the hotel/motel with the group at night. The University will reserve and pay for the driver’s room. For purposes of
calculating your company’s bid price, use a maximum fifteen (15) hour day except on the day of arrival and
return. If the trip involves airport transfer, the bus must remain with the group at the airport until the group’s
flight departs. Driver must check with the person in charge of the group travel prior to closing log book.
All buses must be 2002 or newer model with anti-lock brakes, 102”. All buses must have a GPS System. All buses
must have Wireless Internet and Satellite TV.
TRIP ORIGINATING AND TERMINATION AT AWAY SITE AIRPORTS
BUS WILL STAY WITH THE GROUP. These trips will include transportation from the away site airport, transportation to
and from the hotel for meals, meets or other functions as needed during this trip and then drop team off at away site
airport. Bus must remain with the team at the airport until the team’s flight departs. Driver must check with the
person in charge of the team travel prior to closing log book. FLIGHT TIME IS SUBJECT TO CHANGE.
Trip:
Event: Alabama @ UCLA – One (1) Bus
Event Location: LA Airport
Airport Location: Los Angeles, CA
OPTION 1:
Arrive: Thursday, December 26, 2013 at LA Airport, pick up team here and transport to Los Angeles,
time TBA, Stay with the team and transport the team as necessary
Depart: Saturday, December 28, 2013, time TBA, transport to LA Airport
54-57 passenger - $___________/ total cost for trip
OPTION 2:
Arrive: Thursday, December 26, 2013 at LA Airport, pick up team here and transport to Los Angeles,
time TBA, Stay with the team and transport the team as necessary
Depart: Sunday, December 29, 2013, time TBA, transport to LA Airport
54-57 passenger - $___________/ total cost for trip
INVITATION FOR BID
PURCHASE ORDER CONFIRMATION:
UPON RECEIPT OF A PURCHASE ORDER, THE CONTRACTOR IS EXPECTED TO IMMEDIATELY
CONFIRM OR DECLINE A CHARTER TRIP. IF A TRIP IS DECLINED, THE CONTRACTOR MUST FAX A
COPY OF THE PURCHASE ORDER WITH A NOTE ON IT THAT SAYS:
“NO BUSES ARE AVAILABLE FOR THIS TRIP, CHARTER DECLINED”, SIGNED AND DATED BY A
COMPANY REPRESENTATIVE. PLEASE FAX TO: MS. JENNIFER PATRICK, THE UNIVERSITY OF
ALABAMA PURCHASING DEPARTMENT AT (205) 348-8706.
PAYMENT TERMS:
The University of Alabama will issue a purchase order upon award of the bid. However, payment will NOT
be made until after the trip is completed. If you do not list payment terms below, the University will automatically
assign Net 30 days. If you need payment immediately following the trip, you will need to use the payment term of
“Net 1 day”. These terms must be on the invoice as well as the bid.
Payment Terms: ________% ________ days, Net ________days
Your company’s website address: ______________________________________
Email address of the person signing this bid: ______________________________
CERTIFICATION OF COMPLIANCE WITH THE
STATE OF ALABAMA IMMIGRATION LAW
The undersigned officer of _________________________________ (Company)
certifies to the Board of Trustees of the University of Alabama that the Company
does not employ an individual or individuals within the State of Alabama.
_____________________________________
SIGNATURE OF COMPANY OFFICER
_____________________________________
PRINT COMPANY NAME
_____________________________________
PRINT NAME OF COMPANY OFFICER
_____________________________________
PRINT TITLE OF COMPANY OFFICER
_____________________________________
DATE
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DISCLOSURE STATEMENT
1. Contract/Purchase Order No. ___________________________________
2. Name of Contract/Grantee: ___________________________________
Address: ___________________________________
___________________________________
Telephone:___________________________________
Fax: ___________________________________
3. Nature of Contract/Grant: ______________________________________
______________________________________
______________________________________
4. Does the contractor/grantee have any relationships with any employee or
official of the University, or a family member of such employee or official,
that will enable such employee or official, or his/her family member, to
benefit from this contract? If so, please state the names, relationships, and
nature of the benefit.
___________________________________________________________
___________________________________________________________
___________________________________________________________
(For employees of the University, family members include spouse and
dependents. For members of the Board of Trustees (officials), family members
include spouse, dependents, adult children and their spouses, parents, in-laws,
siblings and their spouses.)
This Disclosure Form will be available for public inspection upon request.
The above information is true and accurate, to the best of my knowledge.
________________________________
Signature of Authorized Agent of Contractor/Grantee
Date: ____________________________
RETURN FORM TO: The University of Alabama
Purchasing Dept.
Box 870130
Tuscaloosa, AL 35487-0130
Ph: (205) 348-5230
Fax: (205) 348-8706
www.purchasing.ua.edu